Executive Assistant and Office Coordinator

Employer company Total Energies Italia Servizi S.c.r.l.
Domain Secretarial/Administrative Support
Type of contract Fixed term position
Experience Minimum 3 years
Total Energies has been present in Italy for over 70 years. Its activities encompass the entire energy sector, operating through various Business Units spread across the country.
Total Energies Italia Servizi is the subsidiary that provides tailored professional services to all Business Units in Italy, ensuring professionalism, sustainability, and progress.
At Total Energies, we invest in people and in developing their talent. We consider safety, health, and respect for human rights our priorities. Hence, we are committed to ensuring a safe, inclusive, and innovative professional environment where collaboration and listening are part of our model. We place people at the center, ensuring a balance between work and private life, promoting flexibility and well‑being, company welfare, meal vouchers, within a culture that celebrates success and shares moments of conviviality.
Total Energies will review the received applications, giving care and attention to the values of Diversity and Inclusion.
Activities
Administration & Office Coordination

Manage calendars, meetings, and daily activities for the General Manager and PMT.
Handle email monitoring, documentation flow, and office logistics.
Prepare and update reports, presentations, and spreadsheets.
Maintain the project organization chart and administrative records.
Support internal communication (HSE updates, progress reports, weekly activity summaries, site/yard/FATs pictures).
Manage nomination letters and delegation of authority documents.

Onboarding & People Support

Coordinate newcomer onboarding (workflow, induction follow‑up, “circuit d’accueil”, internal announcements, contact list updates).
Prepare and follow up on mission orders, expenses, leave schedules, and timesheets.
Track administrative requests and project documentation.

Project Support

Prepare and coordinate weekly and monthly project meetings.
Support the Leader Team action plan and workshops.
Administer and maintain the Project SharePoint.

HSE & Security Support

Support HSE reporting (man‑hours, anomalies) and participate in safety tours.
Manage Personal Protective Equipment procurement and follow‑up for Milan/London teams.
Oversee Level‑4 access control and POB monitoring for Milan/London teams.
Serve as a member of the Emergency Response Team.

Candidate Profile
We offer 1 year temporary contract (somministrazione) with potential extension.

At least 3 years of previous experience in administrative, coordination, or office management roles.
Strong organizational skills and ability to manage multiple tasks with attention to detail.
Proficiency in MS Office (Outlook, Excel, Word, PowerPoint); strong spreadsheet skills are an advantage.
Good IT proficiency and ability to quickly learn new tools and systems.
Excellent communication skills and full professional proficiency in English; knowledge of French is a plus.
Proactive attitude, reliability, and ability to support a busy management team.
Team‑oriented mindset and ability to work effectively in a dynamic, multicultural environment.

Additional Information
Total Energies values diversity, promotes individual growth and offers equal opportunity careers.
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